Clients Under 18 Workflow - Looking Glass ONLY

An unaccompanied minor cannot give permission for their information in HMIS to be shared with the other Agencies that use the system. Therefore, the visibility must be reduced on the Program Enrollments (entry/exits) and Service Transactions.

All project events entered under the provider tree called Looking Glass Projects (limited visibility) ADMIN have the visibility automatically reduced to Looking Glass Projects (limited visibility) ADMIN licensed users. This means only Looking Glass Projects (limited visibility) ADMIN and the parent provider, Looking Glass ADMIN, users can see Project Entries, Service Transactions, Measurements, Case Notes, and File Attachments created for these Providers if the User’s license is associated with Looking Glass Projects (limited visibility) ADMIN:

• LG - New Roads Street Outreach [RHY]
• LG - Prevention CM at Station 7 [RHY-BCP]
• LG - Rural Street Outreach [RHY-SOP]
• LG - Station 7 ES [SHAP] [ESG] [RHY-BCP] SHELTERPOINT
• LG - Transitional Living Prog [RHY-TLP]

You can see if your user license is associated with Looking Glass Projects (limited visibility) ADMIN by checking the upper left hand corner of your screen.

If the event is entered by a user whose license is not limited visibility, then the visibility will need to be manually adjusted by the Agency Admin.

STEP 1: ROI needs to be set as Denied with an end date of the client’s 18^th birthday.

STEP 2: Entry/Exit Entry needs to be locked . 

In the correct backdate mode, create the new Entry/Exit or Unit Stay for this Client and HH.

Once you complete the Entry/Exit assessments, click on Save instead of Save & Exit (If you do exit, pencil edit to get back into the entry assessment). Then scroll back up to the top of the entry and follow these steps:

• Click on the lock near the top left of the Entry/Exit Data form.
  You may see several locks on the page, click on THIS ONE.
   
• Remove the Global group
    
• After you remove Global, you’ll notice that the lock is red. This means only Users at your Agency can see this Program Entry.

For more options on reducing the visibility on client records, refer to Processing a Limited Visibility Request

NOTE:

For older records, Lane County - (OR-500)(3227) - Children Included is the same as Global

Lane County - (OR-500)(3227) - Children Included will display as a red lock (Only Global is Green)